orion 10.6_maintenance_ user manual

7/31/2019 Orion 10.6_maintenance_ User Manual

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Table of Contents

ORION 10.6 USER MANUAL

Maintenance


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3i-infotech ORION 10.6 Manufacturing Version1.0 1

Introduction ...................................................................................................................................... 3

Manual Conventions ...................................................................................................................... 4

Masters ............................................................................................................................................. 5

Activity Master ................................................................................................................................ 5 Calendar Generation .................................................................................................................... 13 Calendar View & Update........................................................................................................... 16 Equipment Master ........................................................................................................................ 18 Equipment Area ........................................................................................................................... 23 Maintenance Type ....................................................................................................................... 25

Transactions .................................................................................................................................. 26

Transaction Parameters ............................................................................................................... 26 Work Request .............................................................................................................................. 44 Job Estimation ............................................................................................................................. 50 Job Opening ................................................................................................................................. 62 Job Execution .............................................................................................................................. 74

Queries ........................................................................................................................................... 82 Work Request Status Query ........................................................................................................ 82

Processing ..................................................................................................................................... 84

Preventive Maintenance Schedule .............................................................................................. 84

Work Sheet ..................................................................................................................................... 85

Preventive Maintenance Schedule Work Sheet .......................................................................... 85


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Table of FiguresFig. 1 Activity Master ...................................................................................................................... 5 Fig. 2 Analysis Activity Master ..................................................................................................... 6 Fig. 3 Item Activity Master ........................................................................................................... 7 Fig. 4 Labour Details Activity Master ........................................................................................... 9

Fig. 5 Equipment Details Activity Master ................................................................................... 10 Fig. 6 Expense Details Activity Master ...................................................................................... 11 Fig. 7 Document Details Activity Master .................................................................................... 12 Fig. 8 Calendar Generation .......................................................................................................... 13 Fig. 9 Holidays .............................................................................................................................. 14 Fig. 10 Exception Day .................................................................................................................. 15 Fig. 11 Generate ........................................................................................................................... 15 Fig. 12 Calendar View & Update ............................................................................................... 16 Fig. 13 Equipment Master ............................................................................................................ 18 Fig. 14 Preventive Maintenance ................................................................................................... 19 Fig. 15 Material Details ................................................................................................................. 20 Fig. 16 Labour Details .................................................................................................................. 20 Fig. 17 Reading Details ................................................................................................................ 21

Fig. 18 Breakdown Activities ........................................................................................................ 22 Fig. 19 Equipment Area ................................................................................................................ 23 Fig. 20 Maintenance Type ............................................................................................................ 25 Fig. 21 Work Request ................................................................................................................... 44 Fig. 22 Activity Details Work Request ....................................................................................... 46 Fig. 23 Documents Work Request ............................................................................................ 47 Fig. 24 Remarks Work Request ................................................................................................ 47 Fig. 25 Authorization Work Request .......................................................................................... 48 Fig. 26 Job Estimation .................................................................................................................. 50 Fig. 27 Activity Details Job Estimation ...................................................................................... 53 Fig. 28 Document Reference Job Estimation ............................................................................ 54 Fig. 29 Item Details button............................................................................................................ 55 Fig. 30 Labour details button ........................................................................................................ 56 Fig. 31 Equipment details button .................................................................................................. 57 Fig. 32 Expense details button ..................................................................................................... 58 Fig. 33 Create Activity Library button ........................................................................................... 59 Fig. 34 Work Request Document Reference button .................................................................... 59 Fig. 35 Authorization Job Estimation ......................................................................................... 59 Fig. 36 Remarks Job Estimation ............................................................................................... 60 Fig. 37 Job Opening ..................................................................................................................... 62 Fig. 38 Pricing Job Opening ...................................................................................................... 65 Fig. 39 Analysis Job Opening .................................................................................................... 66 Fig. 40 Activity Job Opening ...................................................................................................... 67 Fig. 41 Job Execution ................................................................................................................... 74 Fig. 42 Labour Job Execution .................................................................................................... 75 Fig. 43 Account details button ...................................................................................................... 77 Fig. 44 Equipment Job Execution .............................................................................................. 77 Fig. 45 Expense Job Execution ................................................................................................. 79 Fig. 46 Work Request Status Query Screen ................................................................................ 82 Fig. 47 Preventive Maintenance Schedule ................................................................................... 84 Fig. 48 Processing Message ........................................................................................................ 84 Fig. 49 Preventive Maintenance Work Sheet ............................................................................... 85 Fig. 50 Work Request ................................................................................................................... 86


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IInn tt rroo dd uu cc tt iioo nn This Maintenance Module is mainly developed for maintenance of equipments that are used bythe company. The Maintenance Activities are broadly classified into:

Preventive Maintenance Break down Maintenance.

Auto Generation of Scheduling can be made for Preventive Maintenance Activities.

1. The user has to first make a Work Request for the particular Equipment for Maintenance.2. The Work Request gets populated during the Job Estimation where the time line for the

Requested Job to be completed is also provided.3. That Job Estimation details are populated during Job Opening where the Actual Job is

carried out.4. The user has the option to allow the Work Request Transaction for Various Equipments

to populate during Job Opening, directly without the interference of Job Estimation AutoGeneration. Preventive Maintenance Screen.


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MANUAL CONVENTIONS The conventions followed in this manual are listed below.

A field against which a check mark is present is a Mandatory field.For example,

Equipment IDThe user must enter this field. In the Master, the Equipment ID must be entered. You cannotproceed further without entering this field.Marked in bo ld with no s ymbo lA field against which no symbol is present is optional, that is, you can enter or modify the data inthis field but it is not mandatory.


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MMaa ss ttee rr ss ACTIVITY MASTER The Activity Master is used to define the various activities in a job. A definition contains basicinformation about the Activity, the resources used such as the Material, Labor, Equipment, andExpenses, as well as the Costs Incurred and Reference Documents. Once an activity has beendefined, the activity details can be used or modified at the time of estimation.The activity master screen appears as displayed below:

Fig. 1 Activity Mas ter

ActivityEach Job comprises various activities and each activity is assigned a unique code forconvenience. The activity code is referred to during estimation and job opening transactions. This

code becomes useful when a particular activity needs to be used repeatedly for the same type ofJob or across different Jobs.

Activity NameEnter a descriptive activity name that can be uniquely identified by the Activity Code. Forexample, for a building construction job, the activity description could be Foundation, Painting orElectrical Wiring.The first thirty characters of the Activity Name are defaulted as a Short Description. The shortdescription can be modified as required.

The name that you enter as Short Description appears as the activity name in thedocuments and the reports that are printed when there is a space constraint. Else, theentire activity name is used.

DescriptionEnter a brief note describing the activity to be performed. For example, for an activity such asPainting, the description may specify if its spray painting, red oxide, or dip painting. In additionthe description can also detail the process involved.Tec hn ical Des criptionEnter any technical information associated with the activity. For example, for a Painting activity,the technical description would indicate the grade of paint to be used, the drying time required orother relevant information.


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These description fields enable the user to provide additional information about the Job andthereby present a clearer picture of the nature of the job.

DivisionThe activities can be specific to particular divisions and departments and this also needs to be

defined. Enter or select the division code from the List of Values (LOV) available. The divisionname gets automatically displayed in the adjacent field.

DepartmentEnter or select the department code from the LOV, which displays only those department codescorresponding to the Division Code entered. The department name gets automatically displayedin the adjacent field.

CurrencyEnter or select the currency code of the Project from the LOV. Only those Currencies definedwithin the Currency Master can be defined here. The currency name gets automatically displayedin the adjacent field. The Item Prices must also be specified in the Price List Currency.

Sale ValueEnter the activity sale value that is to be quoted to the customer. This is the sum of all sale valuesof the resources or items used such as labor, equipment, expense, overheads and profitelements if applicable. This includes the resource value plus profit element where applicable andis to be entered manually.The value that is defaulted in Resource Sale is the sum of all the Sale Values under the varioustabs such as Item, Labor, Equipment and Expense.AnnotationEnter any additional information about the activity, which can be used for reference duringtransaction.

AnalysisClick the Analysis tab to view the optional fields. The number of analysis fields to be defined for aparticular activity is determined by the Analysis Code Master. The fields defined in the mastercorresponding to the Activity Code entered are displayed here. In this master, you can definecertain specific details pertaining to each activity.For example: For an activity like Painting, user is allowed to capture the drying time, the mixingratio, additives used and other relevant information.The Analysis screen appears as displayed below:

Fig. 2 Analysis Activity Master


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FlexClick this tab to view optional fields, which is used to record any additional information about themaster. The numbers of flex fields applicable to a particular master is defined within the CategoryMaster.

ItemClick this tab to record details about the items used to perform the defined activity.

Multiple items can be associated to a single activity code.

The Item screen appears as displayed below:

Fig. 3 Item Activity Mas ter

ItemEvery item that will be utilized in a Job Contract is assigned a unique code in the Item Masterwithin the Inventory Module. Enter or select the item code from the LOV available, which isdisplayed from the Item Master.The Stock? Check box indicates whether the Item is a stock item or a non-stock item. The checkbox is selected or deselected based on the details set within the Item Master for the particularItem Code and is not user modifiable.

At the time of creation of the item code, you need to mention whether the item is a stockor non-stock item. This cannot be modified later.

The Grade Code specified for a particular Company in the Company parameter DEFGRADE isdisplayed by default. It can be modified, if required, to any other valid grade as specified in theGrade Code Master.The Unit of Measurement Code is automatically displayed for every item as defined in the Unit OfMeasurement Master within the Inventory Module. It is defaulted during transactions. This can bemodified if necessary.

QuantityEnter the quantity of the item that is to be used for the specific activity.Enter the loose quantity in the adjacent field. Recording the quantity of items is useful when theexpenses incurred for a particular activity need to be calculated.


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Cost TypeThe Cost Type of an item is defined within the Value set System. Enter or select the cost type forthe item from the LOV available. The general valid values include:

WAC Weighted Average Cost

LPP Last purchase priceThe Cost corresponding to the Cost Type entered is automatically displayed. If the Cost Typeselected is LPP then the last purchase price of that particular item is automatically displayed. Ifthe Cost Type selected is WAC then the weighted average cost of that particular item isautomatically calculated and displayed.

Mark Up Pe rcen tag eEnter the mark up percentage to be applied for the particular item, which is used to arrive at theRate based on the item cost. You can use this field to increase the cost of the item therebyincluding the profit element on the activity.

The Rate is the sum of the cost price and the mark up value of the item. It isautomatically calculated and displayed, and can be modified if necessary.

The Sale Value is the product of the entered Quantity and Rate of the item. It isautomatically calculated and displayed, and can be modified if necessary.

Manufactured?Select this check box to indicate that the Item is manufactured in-house and leave it cleared if theitem has been bought out.

DeleteSelect the Delete check box and then click the Delete button to delete the corresponding item.

Se lect AllCheck Select All to delete all the line items in the item block. The system then automaticallyselects all the Delete check boxes against each item. Then click the Delete button to delete allthe items.

SaveOnce the entries are deleted, click the Save button to save changes made.The Item Name, Grade Name, UOM Name and Cost Type are automatically displayed based onthe Item Code selected. The Total Sale Value is the sum of the sale value of the individualitems. The system automatically calculates and displays the value.

LabourThe Labour tab is used to record the labor effort involved in performing this activity. The laboreffort is defined in terms of Grade Code, Grade Type, and the cost associated with it.

Labor effort corresponding to multiple grade codes can be linked to a single activity.

The Labour screen appears as displayed below:


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Fig. 4 Labour Details Activity Master

Grade

Enter or select the labor grade code from the LOV available. Each employee in a job is classifiedunder a unique grade code and a grade type. This classification is carried out through the ValueSet-System within New Master. The grade codes used include Fitter, Welder Turner and the like.

Grade TypeEnter or select the grade type from the LOV available. The grade type is a sub classification ofthe Grade Code. For example, the grade type would be Grade I/II if the Grade Code selected isFitter, G1/2/3/4 if the Grade Code is Welder, G1/2 if the Grade Code is Turner and so on.

Fixed/VariableSelect the Fixed option if the duration for which the labor required is fixed for the activity specifiedat the time of estimation, else select the Variable option.

DurationEnter the labor duration (in hours) required to perform the specified activity.The Cost corresponding to the Grade Code and the Grade Type selected is automaticallydisplayed based on the definition within the Job Grade Rate Master.

Mark Up Pe rcen tag eEnter the mark up percentage to be applied for the labor, which is used to arrive at the Ratebased on the labor cost.

The Rate is the sum of the labor Cost per hour and the mark up value. It isautomatically calculated and displayed and can be modified if necessary.

The Sale Value is the product of the duration and the rate. It is automaticallycalculated and displayed and can be modified if necessary.

For detailed explanation on the Delete and Select All check boxes, and the Deletebutton, please refer to the Item section under Masters Activity Master.

The Grade Name corresponding to the Grade Code is automatically displayed in this field.The name corresponding to the Grade Type is automatically displayed in the Grade Type field.


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EquipmentThe Equipment tab is used to record details about the equipments used for the activity.

Multiple equipments can be associated to a single activity.

The Equipment screen appears as displayed below:

Fig. 5 Eq uipme nt Details Activity Mas ter

EquipmentEquipments used are assigned unique codes within the Equipment Master, where the details ofequipments utilized for a job are stored. Enter or select the equipment code from the LOVavailable.

Equipment TypeEnter or select the code of the equipment type from the LOV available, which is displayed basedon the details stored within the Equipment Master. For example: select Portable Drill as theequipment type.

Fixed/VariableSelect the Fixed option if the equipment quantity is fixed for the activity specified at the time ofestimation, else select the Variable option.

QuantityEnter the quantity of the equipment that is used for the activity specified. Enter the loose quantityin the adjacent field. Recording the quantity of equipments becomes useful when calculating theexpenses incurred for a particular activity.The Cost per Quantity of the equipment is automatically displayed based on the Rate specifiedin the Equipment Master.Mark Up Pe rcen tag eEnter the mark up percentage to be applied for the equipment, which is used to arrive at the Ratebased on the equipment cost.

The Rate is the sum of the equipment cost and the mark up value. It is automaticallycalculated and displayed and can be modified if necessary.

The Sale Value is the product of the Quantity and the Rate. It is automatically


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calculated and displayed and can be modified if necessary.For detailed explanation on the Delete and Select All check boxes, and the Delete button,please refer to the Item section under Masters Activity Master.The Equipment Name is automatically displayed based on the Equipment Code selected.The name corresponding to the Equipment Type is automatically displayed in the EquipmentType field.

ExpenseThe Expense tab is used to record details about the various expenses incurred for the activity.The Expense screen appears as displayed below.

Fig. 6 Expe ns e Details Activity Mas ter

ExpenseEvery activity is associated with various types of expenses such as courier charges, telephonecalls and so on. Each expense is assigned a unique code to identify the type of expense incurredin the Expense Master within the Inventory Module. Enter or select the expense code from theLOV available.

Multiple expense codes can be associated to a single activity.

Fixed/VariableSelect the Fixed option if the expense is fixed for the activity specified at the time of estimation,else select the Variable option.

QuantityEnter the number of times an expense will be incurred for the specified activity. For example, anexpense such as Courier Charges may be incurred five times for a particular activity and thequantity would therefore be 5.RateEnter the rate for the expenses incurred.The Sale Value is the product of the Quantity and the Rate. It is automatically calculated anddisplayed and can be modified if necessary.


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For detailed explanation on the Delete and Select All check boxes, and the Deletebutton, please refer to the Item section under Masters Activity Master.

The Expense Name is automatically displayed based on the Expense Code selected.

DocumentThe Document is used to record details about the documents that contain information about theactivities corresponding to the specified activity code.The documents screen appears as displayed below:

Fig. 7 Docu me nt Details Activity Mas ter

Document TypeEnter or select the code of the document type from the LOV available, which is defined in the

Value Set-System within New Master. You can attach a document, which provides additionaldetails on the specified activity. For example, it could be a contract document or a leasedocument. The valid file types that are currently supported are Excel (.xls) or Word (.doc)documents.

File NameEnter the name of the file or click the Browse button to open the folder that contains the requiredfile.

RemarksEnter any remarks about the activity specified.The name corresponding to the Document Type is automatically displayed in the DocumentType field.


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CALENDAR GENERATION Maintenance schedules are made executable by creating and following calendars, which areattached to production plants and work centres. This screen is only for providing calendarspecifications. The generated calendar is viewed through another screen (Calendar View &

Update).

Fig. 8 Calend ar Gen eration

Calendar/DescriptionEnter a unique code that exclusively identifies the maintenance calendar to be incorporated byproduction plant(s) and work centre(s). In the Description field enter the name for the calendarthat corresponds to the Calendar Code field.

Copy calend ar?Select this box to copy an existing calendar details into the one being created currently. Thishelps in case the new calendar created is not very much different than an existing one.

Reference ca lendarEnter or choose from the LOV, the required calendar code that is very similar to the calendar thatis to be created. After the calendar is copied specific changes shall be brought in the values toindicate the schedule for the calendar being created.

CopyClick this button to copy details in the existing calendar into the new one being created. The

details appear at the detail part of the screen after the calendar is copied. You may alter the

copied values to suite your current requirement.The copied entries at Holidays and Exception days pop-up cannot be deleted but canbe replaced with different entries.

Default shift details

Shift numberEnter the shift number (serial number) for which details as shift start time end time, weekly offs,exception days shall be input.


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Across daysSelect this box to specify if the shift runs across 2 consecutive days. For example, a shift maystart at 20:00:00 hours and end by 04:00:00 hours, which mean that the shift spreads across 2consecutive days.

Start time/ End time (HH: MI: SS)Enter the start and end time of the corresponding shift that shall be in practice in the respectivefields. The input is required in the format hours: minutes: seconds and the time inputs are basedon 24-hour clock (hours specified from 00 through 24).

Number of hours (HH: MI: SS)Enter the duration (difference between start and end times) of the corresponding shift that shallbe in practice. The input is required in the format hours: minutes: seconds.

Wee kly off da ys Select the required boxes to specify if the corresponding weekdays are regular (weekly) holidaysto the employees working through these shifts.

HolidaysClick this button to open the Holidays pop-up where specific holidays are input.

Different values can be entered for different shifts.

Fig. 9 Holida ys

DateEnter or attach through the calendar help, the date that corresponds to the holiday. The day ofthe week corresponding to the date input gets automatically displayed in the Day field.

Description

Enter a suitable description to identify the reason for the holiday defined.

CloseClick OK to close the pop-up.

Exception daysClick this button to open a pop-up where specific days on which the regular schedule (shift -startand end time) needs to be altered due to date-specific requirement.


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Different values can be entered for different shifts.

Fig. 10 Exception Day

DateEnter or attach through the calendar help, the date that corresponds to the exception date, onwhich the normal shift start and end times need to be altered.

Sh ift Num be rEnter the shift number (serial number) for which the normal shift start and end times need to bealtered.

Start time/ End time (HH: MI: SS)Enter the changed start and end time of the corresponding shift that shall be adopted only for theday. The input is required in the format hours: minutes: seconds and the time inputs are based on24-hour clock (hours specified from 00 through 24).

Working hours (HH: MI: SS)Enter the duration (difference between start and end times) of the corresponding shift that shallbe in practice. The input is required in the format hours: minutes: seconds.

Exception RemarksEnter remarks about the Exception day specified.Click OK to close the pop-up.

GenerateClick this button to generate the required calendar to be attached to plants and work centres asper respective schedule. There is a pop-up that requires your input defining the time period forwhich the calendar may be generated.

Fig. 11 Gene rate


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Date From/ToEnter or attach through the calendar help, the date range for which the calendar shall begenerated.

Click OK to confirm the generation of calendar for the input time period. The systemcommunicates the completion of calendar generation through a pop-up. Click OK to close thepop-up.

CALENDAR VIEW & UPDATE The maintenance-scheduling calendar is defined at the Calendar generation screen. However thegenerated calendar is viewed and changed, if need be at this screen.Query for the required calendar so that the generated calendar is displayed.

Fig. 12 Calend ar View & Upda te

The system displays the queried Calendar Code and its Description and Short Description in theirrespective fields. Modify the descriptions if required.The Dates with in the specified time period (defined at Calendar generation screen) and theirconstituent shifts (along with the start and end times, duration, across days / holidays / regular offdays indications) are listed out.

The Day of the week is displayed corresponding to the date.The system displays the shifts (Shift Numbers) for the respective dates for the calendarsapplicable time period.The system displays the Across Day box checked to indicate that the shift runs across 2consecutive days. For example, a shift may start at 20:00:00 hours and end by 04:00:00 hours,which mean that the shift spreads across 2 consecutive days.

You may change the status of the check box as per your requirement.

The Off check box is checked to indicate that the corresponding date falls on a weekly off day for


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the shift.


The Holiday box checked to indicate that the corresponding date falls on a defined holiday.


The Start and End time of the corresponding shift for the respective date get displayed in theirrespective fields. The display is in the format hours: minutes: seconds and the time outputs arebased on 24-hour clock (hours specified from 00 through 24).

You may change the displayed value as per your requirement.

The Duration (difference between start and end times) of the corresponding shift for the

respective date gets defaulted in the duration field. The output is displayed in the format hours:minutes: seconds.

You may change the displayed value to reflect the change you have done on start and / or end time(s) at this screen.

The Description that was input as the reason for the indicated holiday gets displayed in this field.

You may change the displayed value as per your requirement.


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EQUIPMENT MASTER The Equipment Master is used to define the various equipments used by the company. It alsostores the Maintenance activities corresponding to the equipment specified. EquipmentMaintenance is of two types namely Preventive Maintenance and Break-down Maintenance.

The equipment master screen appears as displayed below:

Fig. 13 Equ ipmen t Mas ter

Equipment IDEnter the Equipment ID unique to the particular equipment. Enter the Equipment Name in theadjacent field.The first thirty characters of the Equipment Name are defaulted as the Short Name, which can bemodified as required.

The name that you enter as the short name appears as the equipment name in thedocuments and the reports that are printed when there is a space constraint. Else, theentire equipment name is used.

Pa rent Tag IDCertain Equipments may be sub-equipments classified under a Parent Equipment. If theequipment specified is a sub-equipment, then enter the Equipment ID of the parent Equipment.

A sub-equipment can be associated to only one parent equipment. However, this fieldcan be kept null.

Commissioning DateEnter the starting date of the operation corresponding to the particular Equipment specified.

AreaEnter the Area Code where the Equipment is being installed from the LOV available, which isdefined in the Value Set user of Common Master.


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To define values that are not in the Value Set System enter the EQUIP_AREA code inthe Value Set Code field in the Value Set Master. The system then allows you tocreate or modify the values defined for the Area Code.

Flex DetailsAll the fields under this tab are user-defined fields and these can be made mandatory or optionaldepending on the requirement. The number of flex fields to be defined for a particular master isdecided in the Setup.

Preventive MaintenanceThis Preventive Maintenance Tab is used for scheduling the Equipment for maintenance in orderto prevent possible breakdown. Scheduling of preventive maintenance for equipments can beReading based or time (calendar) based. The details to be entered within this tab are calendarbased.The Preventive Maintenance screen appears as displayed below:

Fig. 14 Pre ven tive Mainten an ce

TypeVarious maintenance types are available within the Preventive Maintenance category. Enter orselect the type of maintenance to be performed for the particular equipment specified from theLOV available, which is defined in the value Set - User of Common Master.

To define values that are not in the Value Set System enter the PMAINT_TYPE codein the Value Set Code field in the Value Set Master. The system then allows you tocreate or modify the values defined for the Maintenance Type.

BasisSelect the time period basis code corresponding to the specified Maintenance Type from theLOV available, which is defined in the Value Set-System of Common Master.

FrequencyEnter the frequency of performing the particular maintenance with respect to the option selectedas Basis. For example, if the frequency is entered as 5 and Basis is Years then the particularmaintenance will be performed five times in a year.

ActivityEnter or select the Activity corresponding to the Maintenance Type specified from the LOVavailable, which is defined in the Activity Master.

Remarks


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Enter any additional details with respect to the Maintenance Type specified. This is an optionalfield.The name of the maintenance activity corresponding to the Maintenance Type specified isautomatically displayed within Type . This field is not user modifiable.The name corresponding to the Basis code specified is automatically displayed as Basis. TheBasis may be Days, Weeks, Months or Years. This field is not user modifiable.The name of the activity corresponding to the Activity Code specified is automatically displayedas Activity .

FreezeSelect the Freeze check box against the particular line item, so that it will not be used in anyfurther transactions.

Master DetailsClick this button to display the following screen:

Fig. 15 Material Details

The Material Details screen stores the details of materials corresponding to the Activityspecified. The values that are defined in the Item tab of the Activity Master are displayed here.

Labour DetailsClick this button to display the following screen:

Fig. 16 Labour DetailsThe Labour Details screen stores the details of labor corresponding to Activity specified. Thevalues that are defined in the Labor tab of the Activity Master are displayed here.

ReadingThis is also part of the Preventive Maintenance performed for the equipment specified based onReading.The Reading screen appears as displayed below:


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Fig. 17 Re ad ing Details

DateEnter the date on which the Preventive Maintenance should be performed for the particularequipment corresponding to the Maintenance Type specified in the Preventive Maintenance tab.

BasisEnter the Basis for the maintenance applicable to the Readings.

ReadingEnter the Reading for the particular equipment corresponding to the Maintenance Type specifiedin the Preventive Maintenance tab, based on which the maintenance should takes place.

The maintenance is performed depending on the Date entered or the Readingspecified whichever is earlier.

RemarksEnter any additional details with respect to the line item entered previously. This is an optionalfield and can be kept null.The name corresponding to the Basis specified is automatically displayed as Basis. This field isnot user modifiable.

Breakdown ActivitiesThe Breakdown Activities tab is used to store the details of activities and certain measures thatneed to be performed in the event of equipment breakdown.The Breakdown Activities screen appears as displayed below:


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Fig. 18 Breakd own Activities

ActivityEnter or select the activity that is to be performed when the breakdown of the particularequipment occurs from the LOV available. The values that can be selected are defined in the

Activity Mas ter.The activity name corresponding to the Activity Code specified is defaulted as Activity Name.This field is not user modifiable.

RemarksEnter any additional information with respect to the Activity entered above. This field can be keptnull.


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EQUIPMENT AREA Different processes contribute to the manufacturing of a product in Industries. Equipment Areasare the locations in the manufacturing plant to identify the equipments specific to the processes.The Equipment Area Master enables the user to specify the processing areas that are available in

the plant. The equipments in the Equipment Master are associated to one of the EquipmentAreas.The following screenshot displays the Equipment Area Master:

Fig. 19 Equipme nt Area

Code/Description/Short DescriptionThis field identifies the value set code that corresponds to Equipment Area. This code allows youto create Equipment Area Codes in the plant. The description that corresponds to the Value SetCode appears in the Description field. The Short Description field displays the first 30characters from the Description field. The Short Description is used in report generation whenthe name of the value set is too long.

Data TypeSelect from the Data Type option button, the data type for the Equipment Area code as:

C - Character D Date N Number

ORION displays Equipment Area Code to be created as C (Character). Retain this or change to N(Number) so as to enter only numeric values as codes. The description of the data type isdisplayed in the adjacent field.

Code Length


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In the Code Length field, enter the maximum limit for the length of Equipment Area Code.

Value Set TypeThis field enables the user to set the type as one of the available value set types and accordinglydefine values for the equipment area code. Select from the Value Set Type option button, a value

as:

Range - Accepts values within the specified range Static Does not accept unspecified values Table - Accepts matching values fetched from the specified table

RemarksIn the Remarks field, enter remarks for Equipment Code, if any, for future reference.

Maintained ByIn the Maintained By field, select Value Set as maintained by:

User SystemORION does not allow adding new object codes because system value sets are part ofthe one-time implementation. User value sets are to input or add new objects referredby the value set code.

ApplicationIn the Application Code field, enter or select the code for the module corresponding to the valueset being defined.

ErrorIn the Error Code field, enter or select the code for error processing related to the value set.

Static Value 1 to 10In the Static Value 1 to 10 fields, enter as many as 10 pieces of information (corresponding to the10 static value fields) related to each value set code input at the detail block.

Value Set DetailsClick the Value Set Details tab to define the value set for the Equipment Area.

Code/Description/Short DescriptionIn the Code field, enter Equipment Area as a new object. This field is modifiable. In the

Description field, enter the equipment name for interpretation of the equivalent code. The ShortDescription field displays the first 30 characters from the Description field. The Short Descriptionis used in report generation when the name of the value set is too long.The values in this Value Set appear in the List of Values Help for Equipment Area whereverapplicable.


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MAINTENANCE TYPE The Maintenance Activities in a plant are categorised into different types. The Maintenance TypeMaster enables the user to define the Maintenance Types prevalent in the plant.The following screenshot displays the Maintenance Type Master:

Fig. 20 Mainten an ce Type

The fields in this master are identical to those in Equipment Area Master, except thatthe details entered pertain to Maintenance Type. The values in this Value Set appear inthe List of Values Help for Maintenance Type wherever applicable.


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TTrraa nn ss aa cc tt iioo nn ss The various transactions in Maintenance module are as follows:

Work Request Job Estimation Job Opening Labor Time Sheet Equipment Utilization Job Expense

Job Invoicing

The parameters for these transactions are to be set using Configurator 10.6.

TRANSACTION P ARAMETERS

DOCUMENT F LOW P ARAMETERS Serial No. 1

Parameter Name Authorization Required

Parameter Description It is prudence to set authorization or approvalconditions for transactions, and these conditionsdecide whether further processing of thesetransaction based documents is possible or not. Forexample, you pull a purchase quotation documentinto a PO document only after the purchasequotation is authorized (approved) if authorization isset as mandatory for purchase quotations.Specify Y if authorization (approval) is required for atransaction document and N if not required.If you set the parameter value to Y, you are forcedto seek an approval before you process thedocument. Once a document is approved, it cannotbe modified or deleted unless a subsequentamendment is passed. In the transaction setup, the

Authorization tab is enabled only if authorizationrequired is set to Y.Amendment of an approved document is controlledby the Amendment Allowed transaction parameter.

Values Possible Y Yes N No

Default Value Y


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Default Value N

Serial No. 5

Parameter Name Authorization Type

Parameter Description This parameter is of relevance only if the transactionparameter Authorization Required is set to Y forthe transaction code.In the application, approval is defined for atransaction at the user group level. For each usergroup, which must approve a transaction, the usersare provided authorization limits.A user is authorized to approve the transactionswhose document total falls within a specifiedauthorization range.A user group is authorized to approve thetransactions if the document total of the transactionsof at least one user falls within a specifiedauthorization limit.

1 (Horizontal All) - All users withadequate approval limit from each usergroup attached to the transaction codehave to authorize the transaction. Thereis no hierarchy in the approval process,implying that there is no order in whichthe user groups must authorize thetransaction.

2 (Horizontal Any) - At least one userwith adequate approval limit from any ofthe user groups attached to thetransaction code must approve thetransaction. There is no hierarchy in theapproval process, i.e., there is no orderin which the user groups must authorizethe transaction.

3 (Vertical All) - At least one user withadequate approval limit from each usergroup attached to the transaction codehas to approve the transaction. Also,approval needs to be done in thespecified hierarchical order (as definedin the sequence number). The person in


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higher hierarchy gets the document forapproval only after person of lower levelapproves it.

4 (Vertical Bypass) - if the person onthe higher hierarchy approves, thelower hierarchy is automatically takenas having approved.

Values Possible 1 Horizontal All 2 Horizontal Any 3 Vertical All 4 Vertical Bypass

Default Value N

Serial No. 6

Parameter Name Print Before/After/Any Approval

Parameter Description This parameter is of relevance only if approval isrequired for a transaction. This parameter indicateswhen the transaction is printed in conjunction withthe approval status of the document.The parameter takes the following values:

1 It signifies Printing before approvalwhere the document is printed onlybefore approval of the document

2 It signifies Printing after Approvalwhere the document is printed only afterapproval of the document

3 It signifies Printing Anytime wherethe document is printed anytime, beforeor after approval

Values Possible

1 Printing Before Approval 2 Printing After Approval 3 Printing Anytime

Default Value 1

Serial No. 7


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Parameter Name Reject to the Beginning

Parameter Description

Values Possible 1 Beginning Level 2 Previous Level

Default Value 1

Serial No. 8

Parameter Name Exception Based Approval Yes / No

Parameter Description In Exception based Approval when the transactingamount is less than a specified amount, thetransaction is approved instantaneously onsubmission of details. To enable this option set the

parameter to Y. Next, the Submit button appears onthe transaction screen. Click to the button forinstant transaction approval subject to transactionamount.Once a document is approved by this means, itcannot be changed or revoked. Only amendment ispossible.


Default Value N

Serial No. 9

Parameter Name Submit for Approval Required Yes / No

Parameter Description This parameter provides an option by whichdocument completion is tracked. When thisparameter is set to Y, the Submit and Revokebuttons appear on the transaction screen. Click theSubmit button to indicate document completion, andclick the Revoke button to indicate that document is

still incomplete.

It is possible that the Submit and Revoke buttonsappear on the transaction screen even though thisparameter is set to N. This happens when theException Based Approval Y/N parameter is set toY.

Values Possible Y Yes


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N No

Default Value N

F INANCE P ARAMETERS Serial No. 1

Parameter Name Accounting Entry

Parameter Description This parameter is used for Financial EntryGeneration (FEG) of transactions. It takes thefollowing values:

C (Cumulative): While posting a givenset of transactions in the processingscreen, ORION creates one singlevoucher for all the posted transactions

I (Individual): While posting a given setof transactions in the processingscreen, ORION creates an individualvoucher for each transaction that isbeing processed

Values Possible I Individual C Cumulative

Default Value I

Serial No. 2

Parameter Name Financial Transaction Code

Parameter Description Specify the financial transaction code in which thetransaction is posted in GL. The transaction codeentered must be a valid transaction code in the GLmodule.

On entering a valid financial transaction code, thecorresponding transaction name is displayed.

Values Possible JV

Default Value None

Serial No. 3

Parameter Name GL Posting required Yes / No


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Parameter Description Specify Y if a GL entry is automatically posted forthe transaction. Specify N if it is not required to postautomatically.

Values Possible 1 Yes 2 No

Default Value 1

Serial No. 4

Parameter Name Buying/Selling Rate

Parameter Description The valid values this parameter takes are:

B Buying Exchange Rate

S Selling Exchange RateThe values are set in the Currency master. In alltransactions, if Transaction Currency is differentfrom Base Currency, the exchange rate is appliedbetween the two base currencies to calculate thedocument total in Base Currency.If the value of the transaction parameter is set to B,the Buying exchange rate is applied for theconversion. If the value is set to S , the Sellingexchange rate is applied.

Values Possible B Buying S Selling

Default Value B

Serial No. 5

Parameter Name Cost From Library

Parameter Description If the parameter is set to:

Y At the time of creating the estimate,if you want all the details of the costspecified for the activity in the ActivityMaster to be defaulted in the Estimate,you can enter the activity code in theJob Estimation and click the Pull ActivityLibrary button

N The costs will not be pulled from theActivity Master

Values Possible Y - Yes


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N - NoDefault Value Y

Serial No. 6Parameter Name Current Exchange Rate or Job Opening Exchange

Rate

Parameter Description Enter C, if Current Exchange Rate is to be utilized.In the description field Current Exchange Rate isautomatically displayed.Enter J if Job Opening Exchange Rate is to beutilized. In the description field Job OpeningExchange Rate is automatically displayed.

Values Possible C Current Exchange Rate J Job Opening Exchange Rate

Default Value C

Serial No. 7

Parameter Name Discount Separate Account Y/N

Parameter Description Specify Y if you wish to post the discounts in aseparate discount account and not in the Salesaccount at the time of financial posting, N if thediscount must be posted along with the net

document total value.If this is specified as Y, the discount account will bepicked up from the Discount account setup that canbe done at the Sales Account Setup.


Default Value Y

Serial No. 8

Parameter Name Costing Type is based on Wt Average Cost or LastPurchase Price?

Parameter Description This parameter enables the Estimation to be doneusing either the WAC (Weighted Average Cost) orthe LPP (Last Purchase Price). The costing of theactivity in a job will be done using the WAC or LPP.The value entered here will be defaulted in thetransaction. At the transaction, the user has the


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provision to change the costing type.

Values Possible WAC Weighted Average CostLPP Last Purchase Price

Default Value WAC

Serial No. 9

Parameter Name Pick Rate From

Parameter Description This parameter determines whether the rate fetchedat the transaction to compute the quantity is theEmployee Rate or the Employee Grade Rate. Thisparameter is of relevance only if the transactionparameter Basis of Labor Estimate is set to E orB. If the Pick Rate From parameter is set to:1 The system will fetch the Rate from Employee

Rate Master corresponding to the selectedEmployee Code. If the Rate is NOT defined, anerror message will be displayed.2 The system will fetch the Rate from EmployeeRate Master corresponding to the selectedEmployee Code. If the Rate is NOT defined for thatEmployee, the system will fetch the Rate fromGrade Rate Master for the Grade corresponding toenter Employee Code. If the Rate is NOT defined,an error message will be displayed.

Values Possible 1 Employee Rate 2 Employee/Grade Rate

Default Value 1

Serial No. 10

Parameter Name Sales Reversal YN?

Parameter Description Specify Y if you want the Sales entry that isgenerated at the Invoice to be passed to an inter-mediate account called the Sales Reversalaccount. At the time of closing the job, this entry will

be reversed and the Sales account will be credited.Till the job is closed, the Sales entry will not bepassed.If the Sales Reversal Y/N is set to N, the SalesReversal account will not be used.



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Default Value N

Serial No. 11

Parameter Name Whether to Allow Modification of Cost or NotParameter Description This parameter determines whether the job cost can

be modified in the Job Opening transaction.


Default Value N

Serial No. 12

Parameter Name Separate Advance Deduction Account Y/NParameter Description This parameter is used to specify whether the

advance deduction specified at the Invoice shouldbe in a separate account. If the parameter is set to:

Y The advance deduction will beposted in a separate account.

N The advance deduction will beposted along with the Sale Value.


Default Value N

Serial No. 13

Parameter Name Force Party code in posting

Parameter Description The subaccount to which the transaction is posteddepends on the value of this parameter.

If this is set to N, the transaction isposted to the specified sub-account inthe VLAC block of the financial accountsetup.

If this is set Y, the party code isreplaced in the subaccount codedefined in the VLAC block while the restof the VLAC block is taken from thestock account setup. The party code isdeemed as a subaccount code at the


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time of creation.

Values Possible Y YesN No

Default Value Y

G ENERIC P ARAMETERS Serial No. 1

Parameter Name Document No Generation At

Parameter Description The document generation level takes three values:

C (Company) - Automatic generationby ORION

L (Location) - Automatic generation byORION M (Manual) - Manual entry

If document number generation is at the Companylevel, you decide the range of document numbersfor the user logged-in company.If the document number generation is at theLocation level, you define the range for anylocation, defined as Document Source Location inthe Location master.If the document number generation is manual, thenumber entered needs to be unique for acombination of the following:

Company Code Document Source Location Code Transaction Code

Values Possible C Company L Document Source Location M Manual

Default Value C

Serial No. 2

Parameter Name Time Sheet Entered By

Parameter Description This parameter takes the following values:


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Operator Supervisor

The Time Sheet entry is done by the Operator or

Supervisor based on the value of this parameter.Values Possible 1 Operator

2 SupervisorDefault Value 1

Serial No. 3

Parameter Name Item Hold Level

Parameter Description This parameter defines the level at which items are

considered as on hold.

Values Possible 1 No item in Hold 2 As per the Item master definition 3 All items in the transaction are on

hold

Default Value 1

Serial No. 4

Parameter Name Auto creates Activity in Maintenance EquipmentMaster?

Parameter Description This parameter is specific for the ORIONMaintenance module.Sometimes an activity more often used inestimations where all the key ingredients like labor,item, equipment and their costs associated remainstable for a long time. Such activities can be savedand kept in Activity Library (Activity Master) either inActivity Master in Job Contracting or in Maintenance

Equipment Master.If the value of Parameter is set to:

Y When you click the Create ActivityLibrary button in Job Estimation, thecreation (saving) of activity is done witha new activity Code in BreakdownMaintenance activity of the particularequipment (based on the Tag ID). Thiswill be done only if the menu parameter


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6 of the Estimation screen is set to Windicating that estimation is done for aWork Request that is part of the ORIONMaintenance flow.

N The activity library will not becreated in the Breakdown MaintenanceMaster.


Default Value N

Serial No. 5

Parameter Name Baseline Transaction YN?

Parameter Description If you need to baseline any estimation transaction,create a separate transaction code under which youcan baseline any transaction that is created. Forthat transaction code, set this parameter to Y. Onlythen can existing transactions be base-lined underthis transaction code.


Default Value N

Serial No. 6

Parameter Name Basis of Labor Estimate

Parameter Description This parameter is used to determine the level atwhich Labor Estimate will be done. It can take 3values as follows:

G Estimate will be done at the laborgrade level.

E Estimate will be done at theEmployee level.

B Estimate can be done at bothLabor Grade and Employee level.

If estimation is done at the employee level, thequantity of labor is automatically defaulted to 1 inthe transaction and cannot be modified.Total Value is calculated as follows:Total Value = Quantity * No. of Hours Worked *


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Labor Rate per UnitNote: The transaction parameter Pick Rate From isdependent on the Basis of Labor Estimate.

Values Possible G Grade E Employee B Both

Default Value G

Serial No. 7

Parameter Name Basis of Equipment Estimate- category/Equipment

Parameter Description This parameter is used to determine the level atwhich Equipment Estimate will be done. It can take3 values as follows:

C Estimate will be done at theEquipment Category level.

E Estimate will be done at theEquipment level.

B Estimate can be done at bothEquipment Category and Equipmentlevel.

If estimation is done at the equipment level, the

Quantity is automatically defaulted to 1 in thetransaction and cannot be modified.

Total Value is calculated as follows:Total Value = Quantity * Duration * Rate

Note: The transaction parameter Pick Rate From isdependent on the Basis of Equipment Estimate.

Values Possible C Category E Equipment

B BothDefault Value C

Serial No. 8

Parameter Name Estimation Number Generation

Parameter Description If the Estimate Number Generation transactionparameter is set to Y this number is system-


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generated. Otherwise, you manually generate thisnumber. This Estimate Number is different from thedocument number. Generation of Estimate Numberis at the Company Level. The Estimate Number isonly used for external reference.


Default Value Y

Serial No. 9

Parameter Name Reference Number External/Internal

Parameter Description If this parameter is set to External , the applicationrefers the Reference Number. If the parameter is set

to Internal , the application refers the DocumentNumber.

Values Possible E External I Internal

Default Value E

Serial No. 10

Parameter Name Request/Enquiry number generation

Parameter Description If the Request/Enquiry Number Generation transaction parameter is set to Y this number issystem-generated. Otherwise, you manuallygenerate this number. This Request Number isdifferent from the document number. Generation ofRequest Number is at the Company Level. TheRequest Number is only used for external reference.


Default Value Y

Serial No. 11

Parameter Name Allow Transactions After Job is Closed Y/N?

Parameter Description Enter Y, if transactions can be carried out even afterthe job is closed. In the description field Yes isautomatically displayed. Any transaction created for a

job after the job is closed will be booked to the LateCost account.


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Enter N if transactions cannot be carried out afterthe job is closed. In the description field No isautomatically displayed.


Default Value N

Serial No. 12

Parameter Name Check Job Invoice before closing Job Y/N?

Parameter Description This parameter is specific to the ORIONMaintenance module.If this parameter is set to Y, the system will not allowyou to close a job if all the activities for that job are

not invoiced. If this parameter is set to N, you canclose a job without invoicing all the activities.For a Job Opening transaction code created for theMaintenance module, this parameter can be set toN so that the system does not force you to invoiceall the activities before closing the job.


Default Value Y

Serial No. 13

Parameter Name Enable Effective From - Effective To Time Range?

Parameter Description Enter Y to enable the Effective From and EffectiveTo range. At the Labor tab, you can enter either thedate and time range or the duration of work at theemployee/grade level.Enter N to disenable the Effective From andEffective To range. In this case, you can enter onlythe duration of work of each labourer. You cannotenter the From Time and To Time.


Default Value N

Serial No. 14

Parameter Name Equipment Utilisation at


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Parameter Description This parameter determines whether the systemshould accept Equipment codes or Equipment sub-category codes in the transaction. Equipment SubCategory Code is accepted in the Same Code fieldand validated against the respective Masters. If this

parameter is set to:

U The system accepts EquipmentCode and fetches the correspondingEquipment Sub Category Code fromFixed Assets based on Asset Code andAsset Identification (Mandatory) ofEquipment Rate Master. If matchingrecords are NOT found, will fetch fromEquipment Sub Category Link Master.

C The system accepts EquipmentSub Category Code and fetches the

corresponding rate from EquipmentRate Master with Menu Parameter 3 setto C (Sub Category).

B The system accepts bothEquipment Sub Category Code andEquipment code. Accordingly, the LOVwill fetch the corresponding rate fromEquipment Rate Master with MenuParameter 3 set to B (EquipmentCategory/Sub Category).

Values Possible

U Equipment Code

C Equipment Sub category Code B Both

Default Value U

INVENTORY P ARAMETERS Serial No. 1

Parameter Name Non-Stock required

Parameter Description Specify Y to enter non-stock items and N if youcannot enter non-stock items during the transaction.Pulling of non-stock items into a transaction iscontrolled by the Pull Stock/Non-stock/Both parameter.

Values Possible Y yes N No


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Default Value Y

Serial No. 2

Parameter Name UOM can be modifiedParameter Description Whenever an Item Code is entered in the Item tab in

a transaction, Base UOM for the item as defined inthe Item master) is defaulted as UOM for thetransaction. You modify this UOM to any other UOMdefined for the same Item in the Item master if thistransaction parameter is set to Y.


Default Value Y

Serial No. 3

Parameter Name Confirmation after Approval

Parameter Description This parameter set to Y signifies that confirmation isautomatically made after approval. If the parameteris set to N, confirmation is not online after approval.


Default Value N

Values Possible B Buying S Selling

Default Value B


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WORK REQUEST The Work Request Transaction stores details of the work that is to be performed for maintenanceof the particular Equipment. For Break down maintenance, the work request is generated by thedepartment or plant that has the equipment to be maintained. For preventive maintenance the

Work request is either manually entered or automatically updated from the Preventivemaintenance schedule.

There are no specific Work Request Transaction parameters. The parameters, whichare applicable to this transaction, are explained in the Generic Transaction Parameters.

The Work Request Transaction screen appears as displayed below:

Fig. 21 Work Requ es tThe system automatically selects the Submit or the Close status check boxes depending onwhether a document has been submitted for approval or has been closed, respectively. You canalso query using these check boxes for all the transaction documents that have been submittedand have undergone various levels of approval (including approved), or have been closed.Enter or select from the LOV, the status by which documents may be queried for the ApprovalStatus. The various options include:

APPRNOTREQD-Approval Not Required APPRREQD- Approval Required

UNDERAPPRL- Under Approval APPROVED- Approved

Request DateThe system date is displayed here by default as the transaction date. You have the option toretain the default date or modify it as per the requirement.

Document SourceEnter or select the number corresponding to the location where the Transaction is made from the


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LOV available. The LOV displays the values defined in the Location Master of the InventoryModule.The Document Number as defined in the Transaction Code from Work Request Setup of thismodule is displayed here by default. This field will be defaulted when the user wants to add a newtransaction in the Work Request transaction. The Transaction Code will then be generated

automatically with the Transaction Number, along with the number of times the Amendment hastaken place for that transaction (initially the number of Amendments will be Zero).

Request FromThis field contains the value as defined in the Hard-link of Work Request Setup. This field allowsother transactions for which the Work request has been made to be attached to the specifiedTransaction.The name corresponding to the Request From value is displayed in the adjacent field.

Reference DocumentIf the option specified in Request From is Direct then this field is disabled. Else, enter therespective Transaction Code and Transaction Number in this field.

Equipment Tag IDEnter the Equipment ID corresponding to the Work Request Transaction specified.

Work Request TypeThis is the request made for maintenance in the Work Request Transaction. Enter or select theWork Request Type corresponding to the Equipment specified from the LOV. The optionsavailable are defined in the Value Set User of Common Master.

To add a new Work Request Type or modify the existing Work Request Type, enter theWORKREQ_TYPE code in the Value Set Code field of Value Set User of CommonMaster.

Problem Description

Enter the description of the problem for which maintenance needs to be performed. This field isoptional.Work Requ es tEnter the description for the Work Request made. This field is optional.

CommitOnce you have entered the header information (with flex fields) the system prompts you to savethe details before you proceed. Saving the header entries is important as the document numberdisplayed is then permanently allotted to the document specified.

Activity DetailsClick the Activity tab to view fields where you can record details about the activities of the job.

Multiple activities can be associated with one job.The Activity Details screen appears as displayed below:


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Fig. 22 Activity Details Work Request

ActivityEnter or select the activity code from the LOV provided, based on values defined in the ActivityMaster.

DescriptionORION displays the Activity Name for the selected line item.

Flex FieldsAll the fields under this tab are user-defined fields. The user can define the fields as mandatory oroptional based on the requirement. The number of flex fields to be defined for a particulartransaction is decided in the Work Request Setup.

DocumentsA document that is to be attached with to the particular Work Request Type in the Work RequestTransaction with its related details is defined under the Documents tab.

A particular Work Request Type can have multiple documents.

The Documents screen appears as displayed below:


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Fig. 23 Docu men ts Work Reques t

File PathEnter the path of the file in this field either directly or using the Browse button.

RemarksEnter any additional details apart from those available in the Document attached. This field canbe kept null.

OpenClick the Open button the user can view the document as mentioned in the File Path field.

RemarksEnter the remarks related to the Transaction specified within the Remarks tab fields.The Remarks screen appears as displayed below.

Fig. 24 Rema rks Work Reques t

Sequen ce NumberThis is an auto-generated numeric field. This field can be kept null.

Us er IDThe User ID with which the user logged on to the system is auto-generated and displayed in thisfield.

Remarks


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Enter any details related to the Sequence Number. This field can be kept null.The User Name with respect to the User ID is auto-generated field and displayed in this field.

PrintSelect the Check box to allow the Item level transactions in the Remarks field to be shown alongwith the respective report.

AuthorizationAll fields under the Authorization tab get generated automatically when any transaction isapproved. Otherwise all the fields will be kept null.The Authorization screen appears as displayed below:

Fig. 25 Auth orization Work Requ es tThe Sequence Number is an auto-generated numeric field. This field will be kept null if notransactions are approved.

The group is auto-generated as Group from the values defined in the Authorization Group Masterunder Common Master.The ID which the user uses to login to the system is automatically displayed as User ID.The latest date of approval of the transaction is automatically displayed as Date. This field will beupdated with the latest Approval date as and when the user approves an Amended transaction.RemarksEnter any details relating to the Authorization of Transaction. This field can be kept null.The description corresponding to the code entered in the Group Code is automatically displayedas Group Name .The description corresponding to the code entered in the User ID is automatically displayed as:User Name

RevokeThe Revoke (Menu) command appears on the screen along with the Submit button. Click theRevoke command to recall the submitted document and there after make required changes in thesubmitted transaction document. Revoking an approved transaction is not possible. A documentcan be revoked only before the approval process starts. To make changes after approval use theAmend option.

Once the document has been revoked, it needs to be submitted again for approval(click the Submit command after the necessary changes have been made).


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SubmitThe Submit (Menu) command appears on the transaction screen when the transaction parameterSubmitted Required YN has been set to Yes. Click the Submit command to submit the documentto the concerned user authorized for approval. In case approval is not required for the transaction(when the Authorization Required parameter is set to No) then this merely indicates that thetransaction is complete. Once the document has been submitted, the Submit Status check box isautomatically selected. Also, the command is replaced by the Approve command.

AmendClick the Amend command to make changes to a document for a transaction that has beenapproved. Only those users who have the rights to amend a document, as defined in thetransaction setup level, can make requisite changes. This is controlled by a transaction parametercalled Amendment after Approval, which when set to Yes, will allow amendment privileges forthe document to the user specified.

Once a document has been amended, it needs to be approved again. Amending adocument is equivalent to creating a new document in the approval aspect.

ApproveUse this button to approve the document. Only users who are authorized to approve a documentas defined in the transaction setup for the transaction code can approve a document.For a transaction document to be further processed, Approval by the authorized user(s) isrequired, provided Approval Required Y/N is set to Yes in the transaction setup for thatdocument. If the parameter is set to No, then approval is not required for the document and thedocument can be further processed immediately after saving the document. The termProcessing here implies that the document can be attached to other transactions.Once a document is approved, the display status changes to Approved.

Mail

Use this button to send a mail to users informing them that the document awaits their approval.This mailing facility is enabled only if:

The document requires approval Authorization privileges are defined in the transaction setup for the transaction. The Send Mail for Approval transaction parameter is set to Yes for the transaction.

CloseUse this button to close the transaction. Once a document is closed, it cannot be attached againinto any other document. Also, a document, which has already been pulled into anotherdocument, cannot be closed.

Once a document is closed, the display status is changes to as Closed.


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J OB ESTIMATION The Job Estimation transaction provides the cost estimation of a job. This can also be used as aSales Quotation. Job Estimation can be Direct, or can follow a Job Enquiry or another JobEstimation.

The Job Estimation screen appears as displayed below:

Fig. 26 J ob Estima tion

The system automatically selects the Submit or the Close status check boxes depending onwhether a document has been submitted for approval or has been closed, respectively. You canalso query using these check boxes for all the transaction documents that have been submittedand have undergone various levels of approval (including approved), or have been closed.Enter or select from the LOV, the status by which documents may be queried for the ApprovalStatus. The various options include:

APPRNOTREQD-Approval Not Required APPRREQD- Approval Required UNDERAPPRL- Under Approval APPROVED- Approved

DateEnter the Job Estimation date. The system date is displayed by default and this can be modified ifrequired to a date earlier than the System Date.

The date entered cannot be entered for a month for which month closing has been

processed in the Inventory module.

Document Source LocationEnter or select, from the LOV provided, the Location where the document is generated. Thefollowing conditions apply for this field:

This location will be used only if the document generation is done at location level. Only those locations that are defined as valid Document Source Locations in the

Location Master can be entered here.


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The location should be valid for the current user.It is possible that the location from where the document is generated is different fromthe location of operation.

Document NumberThe document number for a transaction is a unique value that is either automatically generatedby the system or manually entered. For automatic generation, the details regarding the numbergeneration are defined in the transaction setup and is controlled by the Document generationLevel parameter.The document generation level can be at the following levels:

Company Automatic generation by the system at company level Location Automatic generation by the system at location level Manual - Manual entry

The Transaction Code and the Document number uniquely identify the document and are usedwhen the Job Estimation is pulled into a Sales Order.

For any transaction, the corresponding transaction code must be specified as the menuparameter 1 in the menu screens within Maintenance.

Job Estimation FromBy default D which refers to Direct is displayed. This indicates that there is no referencedocument for this Job Estimation. If the reference document for this Job Estimation is another JobEstimation, then enter or select the corresponding transaction type from the LOV available.The possible reference transaction types for the Job Estimation transaction Code is defined in theHardlink tab in the transaction setup.If there is a reference document for the Sales Job Estimation, enter the document number of thereference transaction identified by its transaction code and transaction number. The possiblereference transaction type(s) and code(s) for the Job Estimation transaction Code must bedefined in the Hardlink/Softlink tab in the Job Estimation transaction setup.Example:For a particular transaction code, you can specify the reference transactions in the transactionsetups Hardlink tab. For Job Estimation, the possible reference transactions are:

Direct (no reference transaction) An existing Job Estimation (approved, if required)

An existing Job Enquiry (approved, if required)Any or all of the options can be specified. In this case you must also specify the transaction codesthat can be pulled into any other transaction code. This is because, for a transaction type (JobEstimation, in this case), there can exist multiple transaction codes, each with its own setup. Forinstance, certain Job Estimations may need approval from the management whereas certainother Job Estimations may not require approval.If the Job Estimation is Direct, that is, if it does not have a reference document, then this field willnot be enabled.Description


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Enter any extra information that has to be considered during the job estimation. Ideally this cancontain the commercial definition of the job and be part of the quotation document print.

Tec hn ical Des criptionEnter technical information of the job estimation. This can be the detailed technical description ofthe job and can be circulated to the technician or foreman for execution.

AnnotationEnter any annotation, which can serve as a detailed explanation about the Estimation, for the jobestimation specified. This will not be printed in any report, but will be available while performing aquery on Transaction details.

Reque s ted Start DateEnter the starting date of the job as requested by the customer. The system date is automaticallydisplayed and can be modified if necessary.

Reques ted End DateEnter the end date of the job as requested by the customer. The system date is automaticallydisplayed and can be modified if necessary.

Estimated Start DateEnter the start date of the job as per the estimation. The system date is automatically displayedand can be modified if necessary.

Estimated End DateEnter the end date of the job as per the estimation. The system date is automatically displayedand can be modified if necessary.Tag IDEnter or select the Equipment ID from the LOV, which is defined within the Equipment Master.This is the Equipment ID for which the estimation is being done.

CommitOnce you have entered the header information (with flex fields), the system prompts you to Savethese before you can proceed. Saving the header entries is important as the document numberdisplayed is only then permanently allotted to the document.

PullThe system pulls the Item block and other details of the reference transaction into the currentdocument when you click the Pull button. If the document is a direct one, that is, there is noreference transaction then the system displays the Item block with empty fields where you needto enter the required data.

AnalysisThe Analysis tab fields are used to capture the additional information required for preparingvarious MIS reports. It gives users the flexibility to define their own Analysis Codes. For example,you can define Item Group and Sub group only for your analysis. You can define the hierarchyacross analysis and also the captions for the analysis codes.Enter or select the appropriate values for the pre-defined Analysis codes within the respectivefields. Only those Analysis Codes, which are defined in the Analysis Code Master, will bedisplayed within this tab. The maximum number of analysis codes that can be defined for aparticular master is 20.

Flex FieldsClick the Flex Fields tab to view the optional fields where you can record any additionalinformation about the job opening. The numbers of flex fields to be defined for a particulartransaction is decided in the Transaction Set Up.


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ActivityClick the Activity tab to view fields where you can record details about the activities of the job.Multiple activities can be associated with one job.The Activity screen appears as displayed below:

Fig. 27 Activity Details J ob Es tima tion

ActivityEnter or select the activity code from the LOV provided, based on values defined in the ActivityMaster.DivisionActivities can be specific to